Once scientific review of a proposal is complete, Sponsors have various ways they notify the PI/Applicant of the outcome. The Sponsor may issue a score, summary statement or, email regarding their intent to fund. If a sponsor notifies you that funding is likely or confirmed, and requests pre-award information, your proposal may or will be funded, this is the time that the PI Department need to prepare a response to the sponsor’s pre-award action items.
NIH requests pre-award materials at Just-in-Time (JIT). This is typically time sensitive information that was not submitted as part of the application. Often there is little time to respond to these requests completely; for example, human subjects or vertebrate animal protocol approval can take a substantial amount of time. If there is not enough time to provide all JIT information by the deadline provided, NIH may issue awards with restrictions. This practice has become more and more common. RMG must hold these awards until the restriction is removed and causing delays in the release of funding. Other sponsors will simply hold the award until they have received all protocols and required approvals. For NIH JIT requests, the sponsor requires submission of documents only following an email request from the appropriate Grants Management Specialist (GMS).
NIH advises recipients to not to respond to automated messages sent by eRA Commons or to JIT hyperlinks that appear automatically in eRA Commons without receiving an e-mail from the GMS. Per NIH guidance, the eRA Commons Just-in-Time link will appear on the Status screen within 24 hours after the impact score has been released. Additionally, NIH issues Just-in-Time emails for all applications that receive an overall impact score of 30 or less. However, applicants should not submit any Just-in-Time information until a specific request for information is received via email from the system and/or grantor agency.
RMG must hold awards until Stanford and/or sponsor approval of protocols are in place. Until such time, no protocol-related research or spending can begin even with an early account in place.